The Accounts Payable (AP) Clerk is responsible for managing and processing all outgoing payments, ensuring that vendors and suppliers are paid accurately and on time. This role involves receiving and verifying invoices, reconciling payment discrepancies, and maintaining organized records of all transactions. The AP Clerk works closely with other departments to resolve payment-related issues and supports financial reporting by ensuring that all payable accounts are correctly reflected at all times.

Key Responsibilities

· Retrieve all invoices and vendor statements from suppliers monthly

· Reconcile vendor statements to Peachtree and maintain accurate and updated vendor records

· Review source documents such as invoices and purchase orders to ensure information is correct

· Match invoices to purchase orders where necessary

· Where applicable, ensure that expenses are properly applied to jobs

· Enter all supplier invoices into Sage ensuring they are coded to the correct account

· Provide a budgeted listing of expenses to be paid by Tuesday weekly based on cash flow and other factors

· Prepare cheques and vouchers for various financial transactions, adhering to established procedures and guidelines

· Ensure that all invoices are properly authorised before payment is processed

· Ensure that all bills are paid in a timely and efficient manner

· Apply cheques and other payments to Peachtree

· Apply Vendor Credit notes into Peachtree in a timely manner

· Investigate accounting discrepancies and irregularities

· Maintain an accurate listing of Accounts Payable

· Ensure proper month-end and close-off of Accounts Payables

· Organize and file physical and electronic documents to ensure easy retrieval

· Conduct end of month Payables and Cheque registers reconciliations

· Assist with the preparation of Bank Reconciliations

· Assist with annual audit as required

· Contribute to the ongoing improvement of data entry processes by suggesting efficiency-enhancing strategies

· Collaborate with team members to address questions, concerns and clarifications related to data entry and accounting procedures

· Any other duties that may be assigned from time to time

Knowledge and Skills

· Basic knowledge of accounting principles and financial regulations

· Moderate knowledge of accounting software (e.g., Peachtree, QuickBooks, etc.) and Excel

· Strong focus on accuracy in processing invoices and payments

· Good verbal and written communication skills to liaise with teams and external stakeholders

· Ability to engage in multiple tasks and maintain organized records and documentation

· Ability to process payments in a timely manner while adhering to deadlines


Core Competencies

· Technical Proficiency

· Adaptability

· Time Management

· Collaboration

· Problem Solving

Minimum Qualification and Experience

· 5 O’level passes

· An associate’s degree would be preferred

· Pursuing ACCA Level 2 or equivalent

· At least three (3) years’ experience in a similar role